Posts Tagged ‘event venue’

We are all concerned with the environment. Here are just a few suggestions to help your event Go Green!

Digital Signage

Free standing digital signs at the entrance to your event space is an attention grabbing way to inform your attendees of presentations, schedule, breaks, topics, and logos. By using digital signs you will use less paper.

LED Lighting

By far the most energy efficient, cleanest and most eco-friendly way of illumination is LED lighting. In addition to the environmental benefits, LED or digital light is incredibly versatile to lend a variety of different looks, moods and atmospheric elements to any event

LED Walls

As with the LED lighting, LED video walls save energy and gives you a multitude of backdrop options. This can be as simple as your logo or as technically designed as quick changing photos/videos of your presenters, photos of your company projects, so many possibilities.

Projection Mapping

Projection mapping is another option available. Versatile and can be used indoors or outdoors depending on your event. You have seen Projection Mapping on buildings such as the Canadian Parliament buildings for Canada Day and the Sound and Light Show.

Webcasting can reach a multitude of ‘attendees’ no matter where they are. This means less people travelling whether it be by automobile or plane which is great for the environment. You can reach a much larger audience without the cost of travel.

Venue Location

If you are expecting some attendees to be flying in find a venue close to the airport. Most hotels have‘shuttle-buses’ to transport their guests. Inform your attendees what public transportation is available. These options will help cut down on the carbon footprint. If you don’t have rooms at your venue – how far is the closest hotel. Is it within walking distance

Agenda
Add the agenda/program to your website. Allow people to view and everything on line.

Water
Forget about the plastic water bottles. If at all possible make glasses and pitchers of
water available for your attendees. Same goes for you plates, cutlery and napkins. Use reusable.

Make Lists for Everything

Checklists underpin successful execution of every process, and event planning is no exception. You need a repeatable process to follow to make sure that no detail slips through the cracks.

The reason for this is simple: small details on the technical side can trip up an entire event. People tend to notice things that are missing or out of place just as often (or perhaps more often) than when everything fits together nicely.

Make lists even if you don’t need every item on those lists—it’s much better to have too much than not enough. Get checklists for everything from experts in the know, or ask them for introductions to people who can provide them. Someone will be able to give you a checklist to get started.

Professionals may not want to give you a checklist for free, but you can get detailed estimates from them with itemized breakdowns for any proposal. Ask for one if you encounter resistance to get an idea of how much everything will cost.

Create a Corporate Event Planning Team

You can’t plan an entire event by yourself, especially in cities as busy as Toronto.

Establish point people for specific aspects of the event. They could look like this:

venue responsibilities

audio-visual equipment

stage and lighting preparation

catering and dining tables

music and entertainment

You might not have the budget or company size to warrant a separate point person for each set of responsibilities, and that’s okay. Divide them up evenly among the people who can lend a hand and ask for regular updates from them every few days.

Set the Budget Before Anything Else

With everyone on board to plan the event, you can move into the bread and butter of the planning stages. This starts with the budget. Your budget will define the scope of the entire event, but don’t fall into the trap of spending it all. You’ll need to leave some in reserve to handle unexpected hiccups of all kinds.

If you have a budget of $15,000 to spend on your corporate event, then you should aim to leave $2,500 to $3,000 in reserve. People could forget something like cutlery, sound equipment, coat racks, or even just indoor decorations for the venue. These things can pop up at any time, so give yourself some financial breathing room to adapt.

Here’s where you can expect to spend your budget for a corporate event in Toronto:

Don’t forget to compare notes between different vendors, too! We’ve provided pages just above that list various venues, caterers, and entertainment groups in the Toronto area. You’ll find the best prices by comparing packages from different sources.

Be sure to decide if you need to purchase or rent equipment instead of paying vendors to supply them. Venues can supply certain items, but it might make sense to purchase others if your corporate event will continue for years down the road.

Secure Your Venue and Audio-Visual Equipment

Venues go quickly, so book them well in advance—especially if you want government funding. You might need to shift your day schedule in order to call venue owners at the right time of day and tour the facilities. Start your search with this list of 30 venues in the city.

Give your AV partner (a vendor) the floor plans and a chance to see the venue once it’s secured. You could even ask them about which venues have provided the best experience in the past to generate some ideas if the search has been delayed. Either way, your audio-visual experts will need to see the event space to plan for these elements: